Preparing for an auction removal involves several important steps to ensure a smooth and efficient process.
Here are key points and a comprehensive checklist to help you get organized:
Pre-Removal Preparations
- Phone Call Management:
- Have a plan for handling phone calls. Ensure someone is available to answer questions and return calls promptly. Effective communication with customers is crucial.
- Directional Signage:
- Use directional signs to help winning bidders find the location easily. These signs can be ordered directly from K-BID.
- Traffic and Parking Plan:
- Develop an entrance and exit plan for winning bidders. Aim to get bidders in and out quickly. Consider the layout of the building to manage traffic efficiently.
- Lot Collection:
- Start collecting lots based on winning invoices. This will help streamline the removal process when bidders arrive.
- Invoice and Tax-Exempt Forms:
- Print multiple copies of invoices and have tax-exempt forms for your state on hand. Remember, out-of-state bidders are still subject to sales tax.
- Cash and Change:
- Prepare a cash bag with small bills and change. For larger auctions, you may need a couple of hundred dollars.
- Bidder Reminders:
- Call bidders halfway through the removal period as a reminder and to gauge their arrival times.
Removal Day Checklist
Supplies:
- Print two sets of invoices: one for you and one for the buyer (consider using colored paper for buyer copies).
- Prepare a cash bag or box with small bills and change.
- Set up a table and chair(s) for the checkout area.
- Create a checkout kit with pens, clipboards, a calculator, a "Paid" stamp, a counterfeit bill pen, a stapler, and tape.
- Have blank tax-exempt forms on hand.
- Keep your phone/tablet and charger nearby for communication.
- Prepare a basic tool kit, extension cord, and dolly/cart for moving items.
- Bring business cards and marketing materials for potential new sellers.
Organization:
- Use invoices or pick sheets to group winning lots together in your staging/removal area.
- Ensure ease of access to larger items that may require a cart, dolly, or forklift for movement.
- Coordinate access to necessary equipment like forklifts or bobcats and ensure qualified operators are available.
- Prepare title work for titled assets, and follow the Title Work Checklist if applicable.
Traffic Flow:
- Install directional signage from the nearest major road to the removal site.
- Develop a vehicle entry, parking, and exit plan to manage traffic efficiently.
- Place on-site signage for parking, checkout, and item collection areas.
- Position the checkout area close to where items are located for convenience and security.
Staffing:
- Assign a dedicated checkout/money person to manage transactions.
- Decide whether individuals will collect their own lots or if you’ll have runners/helpers to assist.
- Ensure you have enough staff for larger auctions, following the rule of thumb of one person for every 100 lots.
Final Notes
Effective removal preparation helps ensure a smooth and successful auction experience for both bidders and auctioneers. By following this comprehensive checklist and being organized, you can handle the removal process efficiently and professionally, leaving a positive impression on your customers and enhancing your reputation.
- Develop a coverage plan for breaks to maintain smooth operations throughout the removal process.
By addressing these key areas, affiliates can streamline the removal process and ensure a successful conclusion to the auction event.